36C25518Q0199-009.docx

36C25518Q0199

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25518Q0199 02-16-2018

WALLACE, JEANINE

913-946-1968 05-04-2018 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 X X 485991 $15 Million X N/A X Department of Veteran Affairs Network Contracting Office (NCO) 15 3450 S. 4th Street Trafficway Leavenworth, KS 66048

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

36C255 Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX 877-353-9791 512-460-5429 This is a request for quote to provide assisted wheelchair van or litter/stretcher vehicle services for the Kansas City MO VAMC in accordance with the Peformance Work Statement.

The government intends to award a firm fixed price contract as a result of this solicitation for one (1) base year and up to four

4) one year options that may be exercised at the contracting officer's discretion.

This soliciation is set aside for 100% Small Business participation.

All questions will be sent via e-mail to jeanine.wallace@ va.gov and are due NLT 27 April 2018 at 11:00 a.m.

See price schedule and performance work statement for more detail.

589-3680160-1106-829800-2120 0100K1086 X Jeanine Wallace Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR Clause 52.219-14, Limitations on Subcontracting. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

B.4 SCHEDULE OF SERVICES

1. Contractor shall furnish assisted medical transportation services for Wheelchair Van and Litter (non-ambulatory patients) for eligible beneficiaries of the Department of Veterans Affairs Medical Center, 4801 Linwood Blvd., Kansas City, MO, (hereinafter referred to as VAMC) in accordance with all terms, conditions, provisions and the schedule of this solicitation. This contract shall be for a period of one year with option to renew four (4) additional one-year periods with a six month extension. The primary intent of this contract is for prearranged non-emergency transportation.

2. The Government reserves the right to make a multiple award based on mode of transportation (wheelchair van or litter transportation). For Example: Contractor #1 may be awarded wheelchair van transportation services; and Contractor #2 may be awarded litter transportation services, or any combination thereof. Multiple awards will not be made on the same mode of transportation.

3. SERVICES

3.1. Contractor shall provide assisted transportation (wheelchair van or litter/stretcher vehicle) service for eligible beneficiaries of the VA Medical Center, Kansas City, Missouri (herein after referred to as VAMC). In addition, these services will be provided to all associated CBOCs. It is possible, as the VA expands additional CBOC locations may be added to this contract all parties should be aware of this when preparing quotes. The VAMC Kansas City is located at 4801 E. Linwood Blvd, Kansas City, MO 64128. Services shall be provided in accordance with all terms, conditions, provisions and the schedule of this solicitation. The primary intent of this contract is for prearranged non-emergency transportation of wheelchair bound beneficiaries.

4. Addresses:

5. Counties:

Johnson, KS, Linn, KS, Miami, KS, Jackson, MO, Barton, MO, Bates, MO, Cass, MO Cedar, MO, Henry, MO, Johnson, MO, Polk, MO, Saint Clair, MO, Vernon, MO

6. QUALIFICATIONS:

6.1. Proposals will be considered only from offerors who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract.

6.2. Subcontracting of services shall not be authorized for the transportation of wheelchair patients and litter patients without prior approval of the VA. Successful offeror shall meet all requirements of Federal, State, or City codes regarding operations of this type of service.

6.3. Offerors must submit with proposal a letter fully describing the following information:

7. REQUIRED SUBMISSIONS: The successful offeror shall submit the following information to the Contracting Officer prior to contract award and prior to exercise of any option to this contract:

7.1. A letter fully describing the make of vehicle(s), model, year, and ID number vehicle(s) which the bidder agrees to furnish under this proposal. The Contractor shall notify the Contracting Officer in writing of any vehicle(s) added, removed, or altered after award of contract.

7.2. The letter shall include location and telephone number of offeror’s establishment where calls will be received and vehicle(s) will be available for dispatch.

7.3. The letter shall also contain identify the metering device or method offeror proposes to use in determining mileage.

7.4. The offeror shall submit a copy of the current annual safety inspections, required by the State of Missouri, for each vehicle.

7.5. The offeror shall submit the completed General Inspection Checklist of each vehicle. The inspections must be completed by a certified mechanic at any State (Missouri) licensed inspection facility. The offeror shall furnish proof of compliance to the Contracting Officer prior to award of contract. State vehicle inspection requirements shall not be accepted as sole certification of vehicle safety.

7.6. Certificate of Insurance

7.7. The offeror shall submit the backup/contingency plan detailing the steps they will take should the offeror be unable to complete a transport.

8. MILEAGE: To determine what is considered reasonable mileage, VA will utilize Bing Maps “Quickest Route” calculation. Mileage is computed for out of town runs beginning or ending at the Mileage Threshold. Unless specifically approved by Travel for extenuating circumstances, requests for payment of mileage determined not reasonable by the VA will not be paid. Mileage beyond +/- 5% of the route, replicated in Bing Maps, will be considered not reasonable. Contractor must ensure that pickups and drop-offs are scheduled so that the total distance traveled will result in the most economical charges to the Government.

9. INSPECTION OF CONTRACTOR FACILITIES/VEHICLES: The Government reserves the right to thoroughly inspect and investigate the facilities, vehicles, and business references, of any offeror and to reject any proposal, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to ensure acceptable standards of performance.

10. PASSENGER TRANSPORTATION:

10.1. Contractor shall provide medical transportation services seven (7) days per week (including holidays), twenty-four (24) hours per day, three hundred sixty-five (365) days per year, for the term of this contract. The majority of requests for service will be between the hours of 6:00 a.m. and 6:00 p.m. Monday through Friday. The contractor shall provide the VA Medical Center with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. Access to the VAMC, Kansas City, MO shall be obtained through wheelchair ramps and the door accesses located to the left and right of the emergency room during normal working hours and at the emergency entrance during off tours. Drop-off/Pick-up location is subject to change due to on-site construction projects.

10.2. If a patient being transported declines to be properly belted; he/she will not be transported. The COR or designee will be notified promptly. If the patient removes the securing devices during the trip, the driver will notify the COR or designee of this upon arrival at destination. The Contractor is not required to transport any VA patient who refuses to be properly secured while being transported.

10.3. Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Patients in wheelchairs shall be loaded onto ramps, ensuring all safety systems are working properly, e.g. roll back stops, and the driver must ride the lift with the patient during loading/unloading. Patients in motorized scooters MUST transfer to a vehicle seat. NO patient shall be allowed to ride a motorized cart (scooter) on the vehicle lift at ANY time. The contractor shall ensure that drivers receive appropriate safety training on loading/unloading techniques according to ADA regulations and such training shall be documented and made available to the COR or designee annually and/or prior to contract submission or renewal.

10.4. Contractor shall provide “through the door” assisted service for all patients to and from their designated appointments. Patients shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA and taken to the authorized destination or appointment. All patients shall be attended by an authorized responsible party at all times. Assistance in maneuvering stairs and other barriers shall be provided by the driver and/or authorized attendant when necessary. These services may need to be provided within or outside the home (i.e., from the door to the vehicle. When the patient is delivered to a destination (i.e., a clinic or other appointment), an authorized care giver or medical staff at the destination must be informed of the patient’s arrival by the Contractor’s driver or authorized attendant.

10.5. The Contractor’s driver (or authorized attendant) shall observe the patient during transport. Any indication of a significant change in the patient’s condition (i.e., sudden onset of rapid or labored respiration, complaints or chest pains, etc.) shall be communicated immediately to the VA Medical Center Emergency Room staff, at (816) 861-4700, Ext 57310 or 57689 in Kansas City. Diversion from destination shall only be authorized by the travel clerk, VA emergency room staff, or the Administrative Officer of the Day (AOD). If the patient’s condition becomes an emergency situation, contractor is authorized to divert to the nearest facility with an Emergency Room. All diversions from destination will be reported to the COR or designee.

10.6. Should the Contractor’s driver encounter any problems with transporting of patients, the driver shall contact the COR, or designee, at the Kansas City VA, from 7:30 a.m. to 4:00 p.m (816) 861-4700 x52449. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), weekends or holidays, the driver shall contact the Administrative Officer of the Day (AOD) at the admissions desk (816) 861-4700 x57325.

10.7. Contractor’s driver shall notify the COR or designee, of any unusual events, including but not limited to accidents, safety problems, patients unbolting themselves and other such incidents that occur, which involve any VA patient being transported under this contract. The COR or designee shall be notified within one (1) hour of the occurrence of the incident(s) by telephone and, if requested by the COR and/or Contracting Officer, a written report of the incident(s) will be delivered to the COR or his/her designee by close of business the next working day. Failure to comply with provisions may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

10.8. Contractor’s driver shall ensure that patient medication, prosthetics, and medical records are transported with the patient, when requested in the travel order. When there is a need to transport medical records with the patient; the Contractor’s driver shall assure that the locked carrying pouch containing the records is secure and delivered with the patient to the destination.

10.9. When Contractor is transporting stretcher patients:

10.9.1. Outpatient appointments – Transportation crew will be required to wait on-site until the completion of the appointment. Once the patient is done with their appointment, Travel Staff will contact the Contractor to pick-up the stretcher patient and response time to this request will be no more than 15 minutes. Patient will be collected from their examination room. Under no circumstances will the transportation crew wait for medications with the stretcher-bound patient at the Outpatient Pharmacy or leave the patient to wait in the hallway.

10.9.2. Inpatient Discharges – Transportation crew will collect the patient from their room. All discharge medication will be provided to the patient prior to Transportation Crew arrival. Under no circumstances will the transportation crew wait for medications with the stretcher-bound patient at the Outpatient Pharmacy or leave the patient to wait in the hallway.

11. RESTRICTIONS:

11.1. The Contractor may not transport non-VA contract beneficiaries or private-pay patients with VA Beneficiaries under this contract. No beneficiary en-route in any transport shall be transferred from the original vehicle to another vehicle at a location other than the destination address supplied by the Travel Office, unless extraordinary, urgent need situations arise. All such events must be reported to the Travel Office. Drivers shall not make non-emergent stops for any reason, during any patient transport under this contract.

11.2. While transporting VA patients under this contract, only authorized drivers or attendants, or patient’s family member or representative shall be allowed in the vehicle. The number of riders in any vehicle shall not exceed the number of approved safety restraints available in the vehicle.

11.3. The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. The contractor shall immediately notify the VA Travel Section and provide justification for non-performance and initiate the contingency/backup plan. Failure to comply with this provision is grounds for Termination for Cause in accordance with FAR 52.212-4(m).

12. DRIVERS AND AUTHORIZED ATTENDANTS:

12.1. All Contractor’s drivers and attendants shall be required to wear, in a readily observable area on the employee, a Contractor supplied photo identification badge containing the name of the driver or attendant, and the Contractor’s business name, or company uniform, that is acceptable to the Contracting Officer, which identifies the drivers and attendants while performing any aspect of service prescribed in this contract. Records of each employee as to character (criminal background check performed) and physical capabilities (Health Certificate or statement of health from a private physician) must be maintained and made available to the Contracting Officer upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse, and a criminal background check to the maximum extent permitted by law. Failure to comply with this provision may be grounds for Termination Cause in accordance with FAR 52.212-4(m).

12.2. All Contractor’s drivers and attendants shall have passed the American Red Cross First Aid Course and have on file a current certificate (renewable every three years) to be made available to the Contracting Officer upon request.

12.3. All Contractor’s drivers and attendants shall have passed the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer upon request.

12.4. All Contractor’s drivers and attendants shall be trained to dispense oxygen.

12.5. Contractor staff shall perform such duties that require the use of the above training and certification; i.e. transferring patients, helping transfer patients, oxygen dispensing, IV pump monitoring, etc., as needed.

12.6. All Contractor’s drivers and attendants shall have the physical capabilities to provide special assistance to the patients when transporting patients to the medical center, private residence, nursing homes, etc. The Contracting Officer/COR reserves the right to prohibit specific drivers from participating in the loading, transporting, and unloading of patients should it be determined the driver has engaged in unsafe practices. The contractor shall promptly replace any personnel removed from the performance of services. This determination will be at the sole discretion of the Contracting Officer/COR and will be based upon documented evidence.

12.7. All drivers and attendants, prior to commencing work and thereafter on an annual basis, shall demonstrate the individual ability to safely load and unload patients, and the proper techniques and procedures to be followed during transportation of patients. Submission of driver training and attendance logs shall be furnished prior to the contract start date and annually thereafter. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

12.8. All Contractor’s drivers shall maintain a valid operator, Class E license, or CDL required to operate the type of vehicle necessary to perform the service, as required by the State of Missouri. Contractor shall provide, upon request of the Contracting Officer, a copy of the valid license of all drivers performing under this contract.

12.9. The COR, or designee, may require an attendant other than the driver to accompany a patient for wheelchair van and litter transports. Attendant will be furnished by the Contractor. Rate charges for attendant needed to transport patient with prior authorization by the VA applies.

12.10. Contractor drivers shall not text message while driving and utilize a hands-free device for all phone communications. Reference FAR 52.223-18.

13. CONTRACTOR CONDUCT:

13.1. The VA places the highest priority on the treatment of its beneficiaries. The Contractor, Contractor’s employees, and Contractor’s representatives shall treat each patient with respect, concern and a professional approach to a patient’s dignity, as an individual and as a patient. All communication both verbal and non-verbal by the Contractor’s personnel, with and in the presence of the patient, shall be conducted in a professional manner at all times. Failure to comply with this provision may be grounds for Termination for Cause in accordance with FAR 52.212-4(m).

13.2. The Contractor’s personnel shall conduct themselves in a professional manner while performing any aspect of service related to this contract at or on the grounds of the VA Medical Center. All VA Medical Center rules and regulations shall be adhered to by the Contractor or Contractor’s personnel while said persons are at or on the grounds of the medical center.

14. ORDERS:

14.1. Requests for services will be recorded on the daily travel manifest and furnished to the Contractor via facsimile, electronically (e-mail) and/or telephone, by the Travel Section, VA Medical Center, Kansas City, MO, no later than 4:00 p.m. prior to the day the transportation is required. The following information shall be provided by the VA to the contractor:

14.1.1. Patient name (first and last name)

14.1.2. Social Security Number (last 4)

14.1.3. Pick up point (include address, telephone #, city, state, bldg and/or room number if applicable)

14.1.4. Destination

14.1.5. Time of pick up

14.1.6. Support required or items to accompany (oxygen, IV heplocks, escort, other items)

14.1.7. Additional information as needed (whether there are papers, medications or other items to be transported with the patient and location of those items)

14.1.8. Including any specific physician instructions

14.2. In the event that a patient misses his/her scheduled appointment due to pick up delay caused by the Contractor, the VA shall reschedule the trip. If additional charges are incurred by the VA for the rescheduled trip, said additional charges shall be the responsibility of the contractor. The VA shall notify the contractor when these cases are identified.

14.3. Any transportation service performed by the contractor, without a request from the VA, will be the responsibility of the contractor.

14.4. The Contractor shall maintain a record of all trips (scheduled on the travel log or add-on) and provide a printed report that includes the patients name the last four digits of the social security number, date and time of each trip, mileage, and/or any authorized additional charges. The printed report shall accompany the invoice for each billing cycle. The Contractor shall contact Travel Section with any questions, requests for clarification, or the need for additional information at Kansas City VA travel section during the hours of 7:30 a.m. to 4:00 p.m. During irregular tour of duty (4:00 p.m. to 7:30 a.m.), the Contractor shall contact the AOD.

14.5. Requests for add-on trips (orders placed for same day service) not initially recorded on the travel log will be made in writing by facsimile and/or by telephone from the Travel Clerk or AOD. If the Contractor fails to furnish services within a reasonable time (established as 45 minutes) after receiving an add-on request for an order, the VA Medical Center reserves the right to obtain the services from another source and to charge the Contractor with an excess cost which may result. In instances of add-on trips that are over 100 miles, the COR may allow some flexibility in the 45-minute response time. The VA will be the sole judge in determining when to order service from another source.

14.6. Contractor shall give higher priority in transporting VA Patients that have scheduled trips. Contractor shall ensure add-on trips will not conflict with scheduled transports arriving at their destination timely.

14.7. In case of inclement weather, the decision as to whether or not a VA Patient will be transported will be made mutually by the COR or designee, and the Contractor.

14.8. The Contractor shall notify Travel, upon the Travel Clerk or (AOD’s) request, of the estimated time of arrival for any vehicle en-route to pick-up a VA Patient or any VA loaded vehicle en-route to a specific destination. The Contractor shall also notify Travel, by telephone, at least one-hour in advance in the event that the Contractor is unable to provide the scheduled or add-on trips within the time frame necessary for the VA Patient to maintain their scheduled appointment. For trips outside the Mileage Threshold, the contractor must notify the VA in time for another company to travel to the destination and return in time for the patient to maintain their scheduled appointment. Contractor shall use the VA provided list of authorized individuals to contact in the event Travel is not available to receive the Contractor’s call.

15. WAITING TIME:

15.1. The VA Medical Center will make every effort to alert the beneficiary to be ready and waiting for the arrival of the vehicle in order to reduce the lost time to the driver. Waiting time will not apply to the reasonable amount of time required for escorting the patient to the vehicle, loading and securing patient in vehicle, or unloading and delivering the patient to the authorized care giver or specified destination area. Fifteen minutes is routine. For time lost in waiting at either end or both ends of a trip due to causes beyond the control of the driver, the Contractor will be reimbursed at the rate of one-fourth the hourly rate indicated in the schedule for each quarter hour or fraction thereof in excess of one-quarter hour from the time the driver reports to the designated person. Waiting time must be approved in advance by the COR or designee. If the pickup is other than the VA Medical Center, the contractor shall call the Contracting Officer’s Representative (COR) as soon as the driver expects to claim reimbursement. The call is only for the purpose of verifying the driver’s arrival at the pickup point and is not necessary if the driver anticipates no delay for which the Contractor will claim reimbursement.

16. Payment for trips, performed under the contract shall be based on the flat rate (per trip) to specific locations (plus the mileage rate for trips outside the mileage threshold). Payments for trips in which the patient is transported are limited to “one way only”, “patient loaded” miles. Payments for authorized trips in which the patient declines to be transported (through no fault of the contractor) or in which the patient cannot be found, shall be made according to “no load” trips.

17. The only exception to compensation for loaded miles is when patient is picked up from a remote location and dropped off at a remote location. For Example: Patient is picked up from home in city outside mileage threshold and transported to Community Based Outpatient Clinic (CBOC) for appointment (also outside mileage threshold). Contractor incurs wait time while patient completes his/her appointment and mileage to transport patient back home. In this scenario contractor will be compensated for mileage incurred from VAMC Kansas City to pickup point (i.e. patient’s home), mileage to drop off location (i.e., CBOC), wait time (if pre-approved by the VA), and mileage to transport patient back to home. Rates will be in accordance with current contract rates for mileage and wait time. “Remote location” is defined as outside the Mileage Threshold.

18. If the COR or designee, Travel Clerk, or AOD, authorizes the Contractor to transport more than one patient on a trip to the same destination, payment shall be made for the initial patient according to the schedule of items, plus the rider charge for an additional patient as agreed upon in the contract.

19. When more than 1 (one) patient is transported outside the Mileage Threshold, in a single vehicle, the longest distance transported may be claimed in addition to the base rate for one patient plus the established rider rates for the remaining patients. Trip mileage shall be determined in accordance with the Bing Maps. The Contractor shall ensure that pickups and drop-offs are made so that the total distance traveled will result in the most economical charge to the Government. When more than one patient is transported within the 20-mile radius in a single vehicle to close destinations, a base rate may be charged for one patient and rate for additional beneficiary for the remaining patients.

20. NUMBER OF PATIENTS: It is understood and agreed that no vehicle will transport more individuals than the number of approved safety restraint devices installed in that vehicle. When more than one patient is transported on a trip, whether it is to the same destination or to separate destinations, payment will be made in accordance with the terms listed in paragraph 15 – “Orders”.

21. VEHICLES: FAILURE BY THE SUCCESSFUL CONTRACTOR TO MAINTAIN COMPLIANCE WITH ANY OF THE PROVISIONS PRECRIBED IN THIS SECTION FOR VEHICLES USED IN PERFORMANCE MAY BE CONSIDERED GROUNDS FOR DEFAULT OF THE CONTRACT.

21.1. Each vehicle shall be equipped at all times when transporting a patient in the performance of this contract with equipment as required by Federal 49 CFR Parts 27, 37 and 38, Transportation for individuals with Disabilities (most current volume), State and Local Laws, ordinances, codes, rules and regulations and must have a minimum of the following:

21.2. The wheelchair van transport vehicle shall be of model and make to insure safe and comfortable transportation of wheelchair bound patients. Each vehicle shall be so configured as to hold a minimum of two (2) passengers in wheelchairs. For the safety of the passengers, the vehicle shall be equipped with a minimum of 4 point restraints for all wheelchair positions. All positions shall be seated facing the front on front mounted seats or rear on rear mounted seats of the vehicle. No patients may be transported on side mounted seats. Tie downs for wheelchairs are to consist of a leverage lock with a safety catch requiring physical unlatching. Lock shall be affixed to frame of vehicle. Many types and styles of locks are acceptable. Any type or style offering complete patient safety that will prevent any motion of the wheelchair within the vehicle will be acceptable. Those considered lacking in this essential safety feature shall not be used for patient transport under this contract unless and until replaced with an acceptable tie down system. Each vehicle and all accessories and systems must be clean and shall meet all maintenance standards of the manufacturer. All preventive maintenance shall be documented and records provided upon request by the Contracting Officer. Wheelchair vans must be designed so that patients are restrained by a seat belt at all times when the vehicle is in motion.

21.3. Each vehicle shall contain a minimum of 1 (one) wheelchair in the event a prospective passenger does not own or have access to one for transportation purposes. At no time shall a patient be transported in a moving vehicle while seated on a motorized cart (scooter). Patients who are scheduled to be transported and are on a cart must sit in a standard wheelchair or vehicle seat and the cart must be secured in the vehicle. AT NO TIME WILL A PATIENT BE LOADED OR UNLOADED WHILE IN A MOTORIZED CART (SCOOTER) NO EXCEPTIONS! Failure to comply with this requirement will be grounds for immediate Termination for Cause in accordance with FAR 52.212-4(m).

21.4. The wheelchair vans provided under the terms of this contract shall be licensed and meet the minimum requirements as mandated by the State of Missouri for raised roof vans or lowered floor ramp wheelchair vans.

21.5. Raised roof wheelchair vans shall have the following minimum characteristics:

21.6. Raised roofs shall be of reinforced steel or have reinforcing steel beam. Clearance must accommodate an average patient sitting in a standard wheelchair without tilting the chair, i.e., average height of patient is considered to be 5’10” to 6’.

21.7. Wheelchair vans equipped with a wheelchair lift shall be equipped with the following:

21.7.1. A safety bar and wheel catch (e.g. rollback stop) secured to the outside perimeter of the lift to prevent the wheelchair from rolling off.

21.7.2. The lift controls will be located in such a position that the operator can work the controls while keeping one hand on the wheelchair at all times and ride the lift with the patient during loading and unloading.

21.7.3. The lift shall operate in such a manner that when going up or down it will remain parallel with the ground.

21.7.4. The lift shall be located as to receive the wheelchair and patient from the rear or passenger side of the vehicle.

21.7.5. The lift shall have slip-proof surface.

21.7.6. The lift must be a minimum of 28 inches.

21.8. All lowered floor ramp wheelchair vans shall be equipped with the following:

21.8.1. Height at floor to ceiling at center of van must be 58 ¾”

21.8.2. Must have lowered floor from firewall to rear axle

21.8.3. Must have manual swing ramp with 30” usable width

21.8.4. Must have multiple wheelchair locations

21.8.5. Must have ADA compliant interlock

21.8.6. Must have ADA ramp and door entrance lighting

21.8.7. Must have emergency rear hatch release

21.9. Use of the lowered floor ramp wheelchair van versus the raised roof wheelchair van will be determined by the contractor based on the individual needs of the VA patient.

21.10. All vehicles shall be equipped to allow for direct communication, at all times, between the drivers and staff of the VA Medical Center. This equipment may be a cellular telephone or radio dispatch which would allow linking to the VA Medical Center by telephone. Contractor shall provide any telephone numbers to the VA Medical Center in order to comply with the provision for direct communication.

21.11. All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. Contractor shall not place a vehicle into service under this contract that does not protect the patient from outside temperatures that are not suitable for the patient’s well being.

21.12. All vehicles shall be equipped with secured fire extinguishers, first aid kits, and two (2) flashlights that are readily available and operable for use in event of an emergency. Each vehicle shall contain a minimum of two (2) sanitary blankets.

21.13. All vehicles shall be well maintained in a clean and orderly condition. Vehicles must be free from physical damage; odor, debris and accumulation (which may constitute an accident or fire hazard). Each vehicle shall have a daily maintenance/safety checklist. Checklists shall be maintained at the contractor’s establishment and made available for inspection upon request.

21.14. All vehicles shall be smoke free and provide the proper ventilation for the patient.

21.15. All vehicles shall be maintained with a professional appearance that is representative of the services being performed on behalf of the Department of Veterans Affairs.

21.16. All vehicles shall be equipped with a minimum of one (1) 630 liter oxygen tank and working gauges, etc. to dispense oxygen if necessary. Each tank must be maintained in a secure holder that will withstand an impact collision for the safety of the patient and driver.

21.17. Each vehicle shall be equipped with flashing warning lights activated by the opening and loading doors and a properly functioning audible back-up signal.

21.18. The contractor shall transport patients authorized for transport by the VA, which shall include bariatric patients that may require more than one person to lift.

22. CONTRACTOR’S QUALITY CONTROL PROGRAM (QCP)

22.1. The contractor shall establish and maintain quality control program to ensure all contract requirements are met. The Contractor’s QCP shall include the following or have incorporated into during performance of the contract, at a minimum:

22.1.1. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

22.1.2. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

22.1.3. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

22.1.4. The contractor shall maintain on-site records of all vehicle maintenance and repairs performed on vehicles used in the performance of this contract. The contractor shall institute methods to identify and prevent vehicle breakdowns, with detailed procedure for alternative transportation of patients in the event of mechanical breakdown of vehicle.

22.1.5. The contractor shall maintain on-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

22.1.6. The contractor shall have methods of identifying and preventing radio communication breakdowns and provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown.

22.1.7. The contractor shall maintain on-site records of any complaints or problems with procedures taken to allow for corrections and/or elimination before effects caused interruption of contract performance.

22.1.8. The contractor shall participate in quarterly scheduled and/or unscheduled conference calls with the VA representatives to provide a report of on-going operational issues.

22.1.9. The contractor shall have a system that verifies the licenses and driving records of individuals operating the vehicles. The contractor shall make this information available for review by the VA upon request.

23. TOLL CHARGES: It is agreed and understood that the prices quoted in the schedule include any ferry, bridge, tunnel or road toll charges.

24. PERFORMANCE STANDARD:

24.1. Contractor must maintain a 97% satisfaction rate per 100 trips to be considered as providing acceptable performance. Acceptable performance is considered as having no more than three (3) valid complaints per 100 trips. Validity of complaint is to be determined by the COR. Valid complaints in excess of 3% per quarter may be grounds for termination (FAR Clause 52.212-4(m)). Performance tracking will be monitored by the COR on a quarterly basis.

25. MANTOUX TESTING:

25.1. Contractor must provide evidence of negative PPD test within fourteen (14) calendar days prior to employee beginning service. If an earlier PPD test was given over twelve (12) months previously, the current test shall be a 2-step Mantoux test.

25.2. Contractor must provide medical evidence that employee is disease free for those employees having a positive PPD.

25.3. Regular annual re-testing program for TB must be established and maintained for all contract employees that may be used in performance of this contract. Contractor must provide evidence of re-tests for each contract employee to the Contracting Officer within ten (10) calendar days of retest.

25.4. The Mantoux testing requirements apply to Contractor employees providing services during any absence from duty of scheduled employees for any reason.

25.5. In no circumstance will an employee be allowed to begin duty without prior submission of the required testing certification.

26. HEPATITIS B VACCINATION:

26.1. The employer shall make available the Hepatitis B vaccine and vaccination series within ten (10) days of employment to all contract employees who have occupational risk and follow-up to all contract employees who have an exposure incident

26.2. The Contractor shall bear all costs associated with vaccinations

26.3. VA Form 10-5549c, Information about Hepatitis B Vaccine (Recombinant), Consent Form, or VA Form 10-5549d. Hepatitis B Vaccine Declination (Mandatory) (Attachment B) shall be submitted to the Contracting Officer within thirty (30) days of waiver, or completion of the first in the series of the Hepatitis B Vaccine, and at completion of the vaccination series. These forms shall be provided to the contractor upon award of the contract

27. EVIDENCE OF INSURANCE COVERAGE:

27.1. Before award of the contract, the Contractor shall furnish to the Contracting Officer a certificate of Insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance, shall not be effective unless a 30-day written notice of cancellation or change is furnished the Contracting Officer.

28. COMPETENCY REQUIREMENTS:

28.1. The Contractor shall be responsible to ensure that contractor employees (and/or subcontractor employees) coming to the work site shall receive the information required to perform their duties.

28.1.1.1. Contractor shall attend a pre-work orientation meeting prior to the commencement of work on site. This training will be documented and updated yearly. The VA shall schedule this meeting and it shall include discussion of the following topics: (VA shall provide information to the contractor regarding these topics and shall document the meeting.)

28.1.1.1.1. Fire and Safety

28.1.1.1.2. Infection Control

28.1.1.1.3. Patient Privacy and Confidentiality

28.1.1.1.4. Disaster Procedures

28.1.1.1.5. Other

28.1.1.2. Contractor shall be responsible to ensure that Contractor’s employees (and/or subcontractor employees) coming to work site shall receive the information above.

28.1.1.3. Contractor shall be responsible to ensure Contractor employees (and/or subcontractor employees) providing work on this contract are fully trained and completely competent to perform the required work.

B.5 PRICE/COST SCHEDULE

Base Year:

Wheelchair Van Services